MARCO Terms of Reference - and Work Programme 2009/10 - Monitoring and Reporting Community Outcomes - Waikato Regional Council
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Waikato Working Group
Monitoring and Reporting Community Outcomes
MARCO
Terms of Reference
and
Work Programme 2009/10
Approved by Waikato Strategic Planners Network (SPN) - 31 July 2009
Doc # 1196829 4/09/2009Confirmed Terms of Reference (August 2008) and Work Programme 2009/10 Doc # 1196829 Page 2
Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
TERMS OF REFERENCE
BACKGROUND AND OVERVIEW
The Local Government Act 2002 updates the relationship between local authorities and their
communities. The focus is on promoting social, cultural, economic and environmental wellbeing. As
part of this broad role, councils are required to monitor and report on progress towards identified
community outcomes on behalf of their local communities. Central Government agencies, health
service providers, tertiary education institutes, iwi, economic development agencies and other
community stakeholders are also exploring collaborative approaches to promote community well-being.
The Triennial Agreement signed by all local authorities in the Waikato Region includes a commitment
to “develop joint approaches to measuring and reporting on progress toward community outcomes”.
Transparent and accountable measuring and reporting requires a significant effort to ensure the
planned, efficient and cost-effective gathering, storage, analysis and reporting of information. The
Waikato Regional Working Group ‘Monitoring and Reporting Community Outcomes’ (MARCO) was
formed in 2003 from the Waikato Information Forum to ensure a collaborative, integrated approach.
WINFO, founded in 2000, aims to “share and co-ordinate the gathering of information that is of
common interest to local authorities in the Waikato Region”. The forum is administered by Environment
Waikato, with members from all 12 District/City councils, relevant District Health Boards and the
Ministry for the Environment. At the WINFO meeting held on March 29, 2004 it was decided to
establish a working group to develop a framework for measuring and reporting on community outcomes
to work closely with and support the Regional Community Outcomes Project team and the Regional
Community Outcomes Co-ordinator.
The MARCO group includes representatives from local authorities, central government and the
Waikato District Health Board, membership to the group is not exclusive and participation from a wide
ranging audience is encouraged.
MARCO is also closely affiliated with the Strategic Planners Network, a collaborative group for
community, corporate planning and strategic planning staff of central government agencies and local
authorities in the Waikato region. As local authorities approach the first round of reporting progress
made in achieving community outcomes under the LGA 2002, MARCO’s relationship with SPN will
become increasingly important.
Doc # 1196829 Page 3Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
MARCO STRUCTURE AND RELATIONSHIPS
Relationships between MARCO and other groups are illustrated in the diagram below together with the
community outcomes process. MARCO has a close working relationship with the Choosing Futures
Waikato Project Team (COPT) and network relationships with the Waikato Strategic Planners Network
and Waikato Information Forum (WINFO). Accountability is most directly to the Choosing Futures
Waikato Project Team.
Note: The COPT Steering Group has been dissolved in 2008.
Doc # 1196829 Page 4Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
PURPOSE OF MARCO
• To develop joint approaches to measuring and reporting progress toward community outcomes
in the Waikato Region as a basis for more evidence-informed decision making.
PARTICIPATION
(a) Meetings are two-monthly or as necessary, with hosting shared between participants. Notes
are distributed within ten working days of the meeting. All administrative tasks and costs
associated with holding a meeting are met by the host organisation.
(b) Participation is voluntary and non-exclusive. Participants may include planning and monitoring
staff from local authorities throughout the Waikato Region, Waikato District Health Board,
Central Government departments and any other key community stakeholder.
(c) Participants with specific expertise or linkages may be co-opted as required.
(d) Activities of the group are reported to the Choosing Futures Waikato Project Team, Waikato
Strategic Planners Network, WINFO and other groups and agencies. Activities are reported
internally in accordance with the requirements of each participating organisation.
PRINCIPLES
(a) MARCO is underpinned by the principles of the Waikato Regional Triennial Agreement.
(b) MARCO recognises resource constraints on all participating organisations.
(c) MARCO is proactive in meeting legislative requirements for monitoring and reporting progress
towards community outcomes.
ROLES AND OBJECTIVES
(a) To identify and select indicators for monitoring and reporting progress on the Waikato Regional
Community Outcomes.
(b) To enable effective and efficient co-ordination of monitoring activities between Waikato regional
community stakeholders.
(c) To maintain a framework for cost-effective gathering and dissemination of information that is
relevant to community outcomes and social, economic, environmental and cultural well-being
throughout the Waikato Region.
(d) To identify linkages between local, regional and national data relevant to community outcomes.
(e) To develop and use good practice in monitoring and reporting community outcomes, and
continually review and evaluate processes.
(f) To support the Choosing Futures Waikato Project Team in exploring options for joint reporting
on progress towards community outcomes.
(g) To support the Choosing Futures Waikato Project Team in raising awareness of the benefits of
more evidence-informed decision making.
Doc # 1196829 Page 5Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
KEY OUTPUTS
2009/10 WORK PLAN
This Work Plan as outlined in the table below has been developed by the MARCO Team for approval
by the Strategic Planners Network SPN at its meeting of 30 July 2009.
Task Timeframe Undertaken by Indicative
1
Hours and
Resources
Waikato Regional Perceptions Survey Consultant brief completed and MARCO 40 hours
agreed by March 2010 (draft
Planning, coordination and undertaking of proposal appended) Sandra, Terri,
Waikato Regional Perception Survey. Fieldwork AnjiKeri, Beat
planned for June/July 2010.
led by Anji/Keri
Survey completed by July 2010
Deliverables:
(1) Evaluation of 2007 survey process & results
(2) Mapping of questions against other surveys to Results analysed (by district) and
identify potential overlaps. (QoL, EW EAAA, reports distributed to participating $10
Lincoln Survey etc) councils and placed on (MARCO/EW)
(3) Consultant brief developed and agreed by CFW/MARCO website by Sept $20k
SPN (content, timeframes, budget) 2010 (participating
(4) Survey completed and results distributed councils)
Web Application District Report Cards by Nov 2009 MARCO/EW 40 hours
Access to core indicator data and associated Nova, Beat, ??? …
metadata by all community stakeholders in a led by Beat
Proposal outlining specification for
suitable format.
GIS framework and data access
by March 2010
Deliverables:
Website functionality that:
(1) Enables access to raw data.
(2) Provides hyperlinks to additional data and
information.
(3) Provides standardised Report Card for each
indicator, per district where data available.
(4) Promotes awareness of key results. 6k
(5) Explores new data presentation tools (GIS, (for TA Report
data visualisation). Cards)
MARCO Indicators Review Process Indicator Workshop held on 27 MARCO in liaison 80 hours
August 2009. with National Working
Review the current MARCO indicators with a view Group for Integrated
to align them closer to TA needs and relevant Reporting (led by
national indicators. MfE, with SNZ, DIA,
All TA indicators listed and
mapped against WDHB Health LGNZ).
Deliverables:
Indicators, and other relevant
1) TA Community Outcome indicators mapped indicator sets (AnewNZ, OECD,
across the Region and compared against SNZ sustainable development Tony, Terri, Sally,
other relevant indicator sets. indicators, MfE, MSD, Quality of Sandra, Beat, ??? ...
2) Liaise with WDHB to align Health Indicators Life, MED, MCH etc), by Feb 2010
with MARCO indicators. Led by Beat.
3) Identify and prioritise TA needs for
Community Outcomes indicators. Indicator needs of TA prioritised
4) Agree on up-dated set of MARCO indicators, by April 2010.
and regularly up-date, analyse and report on
the new set of MARCO indicators.
5) Current data/information gaps identified and a
process proposed to fill these gaps.
1
Labour hours are for EW (300hrs) only, additional in-kind support is provided by other MARCO members.
Doc # 1196829 Page 6Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
Updating MARCO Indicators Data collation completed by May 2010. Contractor (APR – 20
Paul Killerby) hours
Updating, analysing and reporting of MARCO Data Analysis Report 2010 and all Report
indicator set. Cards updated and available from
CFW/MARCO website, by June 2010.
Deliverables:
(in the future a more dynamic process is
(1) Compilation of latest data. envisaged where data will be automatically up-
(2) Refresh all data, graphs and hyperlinks in dated as they become available)
Report Cards on CFW/MARCO website.
(3) Produce 2010 Data Analysis Report.
(4) Refresh ‘circles of well-being’. 6k
(APR)
Communications As required MARCO 20
hours
Regular progress reports to Waikato Strategic Beat
Planners Network. Attendance at monitoring and
reporting workshops as appropriate.
Review, update and maintenance of MARCO
pages on CFW website.
Deliverables:
1) Update provided to each SPN meeting.
2) MARCO website pages up-to-date,
3) National profile of MARCO as a useful
collaborative initiative.
New Indicator Developments and Innovation MARCO/EW 80
hours
Explore the co-ordinated development, gathering Beat
and management of indicators for the benefit of
local government. Learning from national and
international indicator initiatives.
Deliverables:
1) MARCO has input into national and
international indicator work (DIA, SNZ, MfE,
OECD etc).
2) Ongoing review of MARCO indicators and if
necessary align with other work.
3) Be aware and learn from relevant new
(inter)national initiatives.
4) Explore the feasibility of sustainability
indicators, such as Ecological Footprint,
Genuine Progress Index etc.
Work Plan Review By May 2010 MARCO/SPN 20
hours
Annual work plan review. Beat
Deliverables:
2010/11 Work Plan completed.
RESOURCING
(a) Funding for contract work is approved from time-to-time by the Strategic Planners Network and
administered on behalf of MARCO by Environment Waikato.
(b) In-kind and cash contributions by participating agencies may be offered at any time.
Detailed work programmes, timelines and budget estimates are developed in consultation with the
Waikato Strategic Planners Network.
Doc # 1196829 Page 7Confirmed Terms of Reference (August 2008) and Work Programme 2009/10
Appendix Proposal for Waikato Regional Perception Survey 2010
Background
The first ‘Waikato Regional Perception Survey’ was undertaken in May/June 2007.
800 interviews were completed (70 per TA, except for Rotorua with 30 interviews).
22 topics were covered with a total of 74 (sub-)questions asked.
Questionnaire available from http://www.choosingfutures.co.nz/Publications/.
The survey was bulk-funded by CFW. Some councils took up the option (charged separately to each
council) for:
¾ Additional interviews to reduce margins of error
¾ Additional question(s)
Feedback and evaluation of the 2007 survey was highly supportive for undertaking a similar survey
every three years. This is a proposal for approval by SPN to plan and undertake the next survey in
June/July 2010.
Proposal for 2010 Survey
Costs
A similar survey (74 questions, 70 interviews per council) is estimated to cost $30,0002.
Options for payment:
1) Eight participating councils3 8 x $2,500 $20,000
EW/MARCO4 $10,000
$30,000
2) Ten participating councils 10 x $2,000 $20,000
EW/MARCO3 $10,000
$30,000
For both options:
¾ Additional interviews $37.00 per interview
¾ Additional question $ 1.60 per minute (= $112 per minute for 70 interviews)5
Timing of Survey
It is proposed to undertake the survey in June/July 2010. This allows councils to pay for the survey in
either the 2009/10 or 2010/11 financial year, or to spread the costs over two years.
Deliverables
- Regional and District/City reports, including raw data and analysed results
- Results and reports published on CFW/MARCO website
- (possibly – joint media release?)
Relevance for Councils
• Meets LGA requirements for Community Outcomes monitoring and reporting
• Demonstrates collaboration and cost effectiveness of data gathering
• Provides valuable feedback and input into the next full LTCCP 2012-2022.
2
Quote received 28 April 2009 (John Dennis, IRC).
3
Confirmed: Hamilton CC, Taupo, Hauraki, Matamata Piako, Thames Coromandel, Waipa, Waikato (tentative),
Franklin DCs (subject to Auckland Governance decision).
4
EW funding subject to at least eight councils participating in the survey.
5
Total time to complete the 2007 was about 12 minutes.
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